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Pool Vehicle Guidelines

Use of University Pool Vehicles by Faculties / Schools / Divisions.

1. The University of Newcastle operates a Motor Vehicle Pool for use by members of staff on official business.
2. The University also provides motor vehicles attached to Faculties and Divisions.

1.0 Motor Vehicle Pool

1.1. Vehicles may be booked by phoning Facilities Management on ext 16500.

1.2. Approval is required by completion of a ‘Drivers Licence Form’. Failure to complete the form will disqualify you from driving University of Newcastle vehicles.

1.3. Drivers Licence must be sighted by Facilities Management administration at the time of collection of the pool vehicle.

1.4. Staff should inquire as to the availability of a University Pool vehicle in the first instance prior to use of a private vehicle (refer 3.0 Travel, Finance Division, Policy and Procedures.)

1.5. Pool Vehicles are only to be hired for a maximum of 4 consecutive days, except for core University functions i.e. Prac Teaching, Examinations and Field Experience. For longer periods of time, inquiries should be made into alternative means of travel.

1.6. If no pool vehicles are available Avis rental cars are the next option. To obtain an Avis rental at State Government Contract Pricing the following number needs to be quoted. AWD: P779409. The invoice is to be paid by University Visa Card. If the driver does not have a University Visa Card then a person with a University Visa Card will need to present in person to the Avis office to sign a letter of authority so that the car can be changed to the Visa Card. The vehicle can be booked by either, on-line through the Avis website or at the Avis office 33 Maitland Road Mayfield, phone 4960 2955 or Reservation, 136 333.

1.7. As a requirement of hiring a University Pool Vehicle staff are responsible for the following:
a. Vehicles must be refuelled before they are return if the fuel gauge indicates less than half a full tank. Caltex Star charge cards are supplied with the Log Book. Vehicle must only be refuelled with Caltex Star unleaded petrol. Oil and water should be checked if keeping the vehicle longer than one week.
b. Pool Vehicles must be returned on or before the time stated when booking the vehicle. If for some reason the vehicle is not able to be returned at the approved time you must immediately notify Facilities Management on 4921 6500.
c. Vehicles are to be returned in a clean condition.
d. Pool vehicle Log Sheets are to be completed in full.
e. Pool vehicles are to be parked on return in the Pool Vehicle Parking area adjacent to the Services Building (Central Store).
f. Vehicles returned after 4.30pm should have the keys and completed Log Book placed in the ‘KEY RETURN” slot adjacent to the Maintenance single roller door at the Services Building.
Failure to comply with the above requests may inconvenience following users and may result in refusal of use of Pool Vehicles.

1.8. Pool Vehicles are maintained and serviced by attendants from Facilities Management. Vehicles are covered by WebFleet roadside assist, call 1800 932 353. Please report any malfunction of a vehicle to Facilities Management as soon as possible.

1.9. In the event of an accident it is the driver’s responsibility to firstly inform the Police and Facilities Management. You will need to complete a Motor Vehicle Insurance Claim form, located on the web www.newcastle.edu.au/unit/enterpriserisk/protected/insurance/Motor-Vehicle-Claim-Form.doc once completed the form needs to be returned to Facilities Management.

1.10. Driver’s licence details will be given to the State Debt Recovery Office, Fines Division in the event a traffic/parking fines being incurred. Log Book records will be used to identify the driver of the vehicle at the time of the offence.

1.11. University undergraduate students are not permitted to drive University Pool Vehicles.